IDrive Backup for Small Businesses

Important business information can exist in several places at the same time: on computers, external drives, servers and cloud services such as Microsoft 365, Google Workspace or Dropbox.

IDrive provides different backup services for these requirements. These range from multi-device file and computer backup through to the centrally managed IDrive 360 platform, which can also protect supported cloud applications.

Evening Computing is an IDrive Referral Partner. The IDrive subscription is purchased directly from IDrive, while Evening Computing can help determine which backup approach is appropriate, configure the service where required and provide technical oversight in the context of the wider IT environment.

Not every organisation needs the same type of backup. The appropriate arrangement depends on what information needs protecting, where it is stored, how quickly it may need to be recovered and what would be required to continue working after a loss or failure.

Depending on the IDrive product, subscription and configuration, supported backup can include:

• • Windows, Mac and Linux computers
  • Files and folders
  • External drives
  • Entire-machine backup where the selected service supports it
  • Selected server workloads
  • Microsoft 365
  • Google Workspace
  • Supported personal Google accounts
  • Supported personal Microsoft 365 accounts
  • Dropbox
  • Other supported cloud applications where separately available

The important point is to identify the data that actually needs protecting before choosing the subscription.

A business that needs several folders backed up from two computers has a different requirement from an organisation that needs centrally managed endpoint backup across several devices or separate backup of Microsoft 365 and Google Workspace data.

IDrive and IDrive 360 are related services, but they should not be treated as though every feature is available through every IDrive subscription.

Standard IDrive backup is suitable for requirements such as backing up files from multiple computers and external drives under one account. Depending on the selected plan and configuration, it can also provide version history, snapshots, web-based management and entire-machine backup.

IDrive 360 is more focused on centrally managed business backup. It provides management of computers and backup plans through a web console and can support additional business functions such as centrally managed endpoint backup, cloud-application backup and selected server workloads.

For organisations managing several computers, IDrive 360 can also provide controls such as administrator or backup-manager access, two-factor authentication, single sign-on and, where appropriate, IP-based login restrictions.

The most suitable option therefore depends on the actual backup and management requirement rather than simply selecting the IDrive product with the longest feature list.

Computer and file backup creates a separate copy of selected information so that files can potentially be restored after accidental deletion, corruption, device failure or another problem affecting the original copy.

The exact behaviour depends on the selected IDrive service and configuration.

Features can include:

• • scheduled file and folder backup;
  • backup of multiple computers;
  • backup of supported external drives;
  • incremental transfer of changed data;
  • management of backup settings through a desktop application or web console;
  • individual file and folder recovery;
  • historical file versions;
  • snapshot-based recovery;
  • and entire-machine backup where that option is configured and supported.

A backup should not simply be installed and then forgotten.

Computers can be replaced, folders can move, external drives can be disconnected and business information can gradually start being stored somewhere that was not included in the original backup set.

The backup scope should therefore be checked when the environment changes.

Keeping only one current backup copy can be limiting if the backed-up file has already been altered, corrupted or encrypted before the problem is noticed.

Version history and snapshots provide earlier recovery points.

Standard IDrive can retain previous versions of backed-up files. This can make it possible to return to an earlier copy rather than restoring only the most recent version.

Supported IDrive 360 endpoint configurations can also provide daily snapshot-based recovery points. IDrive describes these snapshots as immutable during their applicable retention period, which means they are intended not to be modified or deleted while that retention control applies.

This can be useful where a problem is discovered after several backup cycles have already taken place.

Retention and snapshot behaviour varies between IDrive services and account configurations. It should therefore be checked against the actual subscription rather than assuming that every IDrive account retains identical recovery history.

Yes. IDrive 360 includes separate backup services for supported cloud applications.

These services are different from backing up files stored locally on a computer and may require separate licensing or configuration.

For Microsoft 365, supported protection can include services such as:

• • OneDrive
  • Outlook
  • Exchange
  • Shared Mailboxes
  • SharePoint
  • Teams

IDrive 360 currently provides automated Microsoft 365 backups up to three times per day together with search, snapshot and granular recovery functions.

For Google Workspace, supported data can include:

• • Gmail
  • Google Drive
  • Google Shared Drives
  • Contacts
  • Calendar

Google Workspace backup can run up to three automated backups each day after the initial backup, with subsequent changes backed up incrementally.

For Dropbox, IDrive 360 can protect supported Drive and Team Folder data and provide automated backups, recovery points and granular file or folder restoration.

Cloud-platform backup should be treated separately from ordinary endpoint backup. A computer being backed up does not automatically mean that all data held only inside Microsoft 365, Google Workspace or another SaaS platform is independently protected.

Yes. IDrive 360 also provides backup options for supported personal Google and Microsoft 365 accounts, separately from the organisation-level Microsoft 365 and Google Workspace services described above.

For a personal Google account, supported backup can include:

Gmail
Google Drive
Google Calendar
Google Contacts

This can be useful where an individual has important email, files, contacts or calendar information held in a personal Google account and wants a separate backup copy rather than relying only on the live Google account.

For a personal Microsoft 365 account, IDrive provides backup for supported cloud data associated with services including:

OneDrive
Outlook
Word
Excel
PowerPoint
OneNote

IDrive currently describes the personal Microsoft 365 service as supporting up to three automated backups each day together with snapshot-based recovery.

Personal-account backup can be particularly relevant to individuals and sole traders who have important information in Gmail, Google Drive, Outlook or OneDrive but do not operate a centrally administered business Microsoft 365 or Google Workspace environment.

Where business information is stored in a personal cloud account, the backup requirement should also be considered alongside whether the account itself remains appropriate for business use.

For an organisation with multiple staff members, shared business information and administrative requirements, the question is different. The organisation should normally consider whether its information belongs in a properly managed Microsoft 365 or Google Workspace business environment rather than using personal accounts as the main structure for business data.

Backing up a personal account can protect information already held there. It does not by itself make a personal account the most appropriate place for organisational data.

Backup security includes more than encrypting stored files. Administrative access, authentication and control of recovery functions also matter because a backup account may contain copies of important business information.

IDrive services use AES-256 encryption for supported backup data during transfer and storage.

Depending on the service, additional account controls can include:

• • two-factor authentication;
  • administrator and backup-manager roles;
  • single sign-on;
  • IP-based login restrictions;
  • and centralised account management.

Some IDrive services also allow a user-defined private encryption key.

A private encryption key changes an important responsibility. If the provider does not retain that key, access to the backup may depend on the customer retaining it correctly.

A private key should therefore not be selected simply because it sounds more secure. The organisation needs to consider who is responsible for holding the key, how it will be documented securely and what would happen if the person who configured the backup was unavailable.

Access to backup administration and recovery should be intentional and periodically reviewed.

A backup only becomes useful when the required information can actually be recovered.

Depending on the selected IDrive service, recovery can range from restoring one file to recovering a larger set of data.

Examples can include:

• • restoring an individual deleted file;
  • returning a file to an earlier version;
  • restoring a folder;
  • recovering data from an earlier snapshot;
  • restoring files onto a replacement computer;
  • performing an entire-machine recovery where that backup method was configured;
  • and restoring supported Microsoft 365, Google Workspace or Dropbox information through the relevant cloud backup service.

The recovery process should match the importance of the data.

For particularly important information, it is sensible to verify that a backup is completing and that representative files can be recovered rather than waiting until a real data-loss event to discover whether the expected recovery process works.

Where possible, important shared business information should normally be stored in an intentional business location such as Microsoft 365, Google Workspace, a managed file server or another appropriate business system rather than depending on individual computers as the only copy.

That does not mean computer backup has no role.

Individual computers may still contain information that is not held elsewhere. Examples can include locally stored working files, specialist application data, Outlook data files, information on external drives or files that have unintentionally been saved outside the organisation’s normal shared locations.

There may also be a requirement to recover more than individual documents. Depending on the selected IDrive service and configuration, computer backup can support larger data recovery or entire-machine recovery where that form of backup has been configured.

For organisations that genuinely need several computers protected, IDrive provides central management options that can reduce the need to configure and check every device independently. Depending on the service, administrators can review backup activity, manage backup settings and apply backup plans across connected computers.

IDrive 360 can also support central deployment through tools such as Group Policy or Microsoft Intune in appropriate managed environments.

This means centralised endpoint backup can be useful for mobile staff, remote computers, specialist workloads and devices that contain important local data.

The central management capability should not, however, become a reason for allowing important shared business information to remain unnecessarily scattered across individual computers.

A sensible arrangement first establishes where business information is meant to be stored, and then decides which systems and devices need an additional independent backup.

Evening Computing participates in the IDrive Referral Partner programme.

If you use our IDrive referral link, you create the subscription directly with IDrive. IDrive sets the subscription price, bills you, operates the backup platform and remains responsible for IDrive customer service and back-office support.

The price you pay for the equivalent subscription is the same as purchasing it directly from IDrive.com.

If you purchase through our referral link, IDrive pays Evening Computing a referral commission. This does not increase the price you pay.

Referral disclosure: This is an IDrive referral relationship. If you purchase an IDrive subscription through our referral link, IDrive pays Evening Computing a referral commission. The price you pay is the same as purchasing the equivalent subscription directly from IDrive.com.

The subscription itself is purchased from IDrive. Evening Computing’s role is the IT work around deciding how the backup should fit into the wider environment and helping to keep that arrangement appropriate as systems change.

Depending on what has been agreed, this can include:

• • identifying which computers, folders, external drives or cloud services need protecting;
  • helping select the appropriate IDrive or IDrive 360 service;
  • configuring backup software and backup sets;
  • checking whether important data locations have been included;
  • reviewing backup schedules and recovery options;
  • helping investigate repeated missed or unsuccessful backups;
  • reviewing changes when computers or data locations are replaced;
  • assisting with file and data recovery from the backup;
  • reviewing administrative access and security settings;
  • and helping coordinate a technical issue with IDrive where supplier involvement is required.

This can be particularly useful where Evening Computing already supports the organisation and understands how its computers, Microsoft 365 or Google Workspace environment and other systems fit together.

The objective is not simply to have a backup subscription. It is to have a backup arrangement that reflects where the important information is actually stored and how it would need to be recovered.

The referral relationship does not make Evening Computing the operator of the IDrive platform.

IDrive remains responsible for:

• • providing the IDrive service;
  • operating its backup infrastructure;
  • maintaining the IDrive platform;
  • subscription billing;
  • IDrive account and back-office administration;
  • published IDrive product functionality;
  • and IDrive customer service.

Evening Computing can help with the technical context around the service, but we cannot control the availability or operation of IDrive’s own systems.

Where an issue requires action by IDrive, we can help identify the relevant technical information or coordinate with the supplier where that forms part of the agreed support.

No.

The referral commission does not create an unlimited support or monitoring agreement with Evening Computing.

Where initial configuration, deployment, ongoing monitoring, restore work or wider backup management is required, that work is provided under the relevant Evening Computing support arrangement or as separately agreed work.

For existing supported clients, backup oversight may already form part of a wider IT support arrangement depending on the agreed scope.

For a new standalone backup requirement, we first need to establish what needs to be protected and what level of implementation or ongoing involvement is required.

This keeps the IDrive subscription and Evening Computing’s professional services clearly separated.

IDrive can form an important part of a backup and recovery arrangement, but it does not remove every other recovery or resilience requirement.

It should not automatically be treated as a replacement for:

• • properly managed Microsoft 365 or Google Workspace backup where those services are not included in the selected IDrive subscription;
  • business-continuity arrangements for systems that need to remain operational after a major failure;
  • secure documentation of accounts, encryption keys and software required to rebuild a computer;
  • specialist data recovery where the required information was never backed up or the available backup is unusable;
  • or periodic review of whether the backup still covers the information the organisation depends on.

IDrive also provides synchronisation features through Cloud Drive on some services. Synchronisation and backup should not be treated as the same thing.

For a fuller explanation, see Cloud Storage vs Backup: Why Sync Is Not Backup.

If important information has already become inaccessible and no usable backup exists, Professional Data Recovery Services in London may be the more appropriate route.

The right backup arrangement starts with the recovery requirement rather than the product name.

Before selecting a subscription or configuration, useful questions include:

• • Which information would cause a real problem if it were lost?
  • Is that information stored on computers, external drives, servers or cloud services?
  • How many devices or accounts need protecting?
  • Are Microsoft 365, Google Workspace or Dropbox data held only in the cloud?
  • How far back might an older version need to be recovered?
  • Is individual-file recovery sufficient, or might a complete computer need rebuilding?
  • Who should have administrative or recovery access?
  • Would a private encryption key be appropriate, and who would hold it?
  • What happens when a computer is offline for an extended period?
  • How will failed or missed backups be noticed?
  • How often should representative restores be checked?
  • What needs to happen when a computer, employee or cloud account is added or removed?

Not every environment requires the same configuration.

The aim is to match the backup to the data, recovery requirement and level of ongoing oversight that is actually needed.